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Three Days Staff Orientation Workshop 7th- 9TH October 2016

Project: Enhancing Water and Sanitation Governance Access in two Union Councils of District Badin

Funded by: Small Grants Ambassador’s Fund (SGAF) USAID

Implemented by: Indus Consortium Project Office Badin

Three Days Staff Orientation Workshop

TABLE OF CONTENTS

Three Days orientation workshop................................................................................................................................2

The main objectives of the orientation:.......................................................................................................................2

Proceedings Day One:..............................................................................................................................................2

Introduction of Indus Consortium and Expectations from Staff...............................................................................2

Orientation About new Project and Discus main objectives; activities; and expected outcome of the project.....4

Proceeding of day two.............................................................................................................................................4

Preparing Detailed Implementation Plan.................................................................................................................4

Discuss Financial and other organizational Policies of Indus Consortium and USAID..............................................4

Proceedings of Day Three:...........................................................................................................................................5

Preparation of Baseline and Field Visit....................................................................................................................5

Outcome of the Three Days Orientation..................................................................................................................6

Annexure 1...................................................................................................................................................................7

Training Schedule....................................................................................................................................................7

Annexure 2...................................................................................................................................................................8

Training Attendance Sheet......................................................................................................................................8

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THREE DAYS ORIENTATION WORKSHOP

A three days orientation workshop of newly hired staff of Enhancing Water & Sanitation Governance access in two union councils funded by Small Grants Ambassador’s Fund (SGAF) USAID was held at Indus consortium Project Office, Badin Hall from 7th October 2016 to 8th 9thOctober 2016.

THE MAIN OBJECTIVES OF THE ORIENTATION:

Welcome to newly hired staff & orient about IC Orientation about newly funded project by SGAF

USAID. Discus main objectives; activities; and expected

outcome of the project Discuss expectations of Indus Consortium from

newly hired staff. Preparation of Detailed Implementation Plan for the

Year. Preparing a format on Baseline Survey. Testing the baseline in the field and incorporate the

findings. Discuss Financial and other Organizational Policies of Indus Consortium and USAID.

PROCEEDINGS DAY ONE:

The training first day started by Ms. Fiza Qureshi Manager Program Implementation (MPI) at 9:00am sharp with the introduction, she engaged all the staff in pairs/ groups of two each, every individual was asked to introduce partner, Three groups were made & all introduced the partner in a very different way like telling about his/her name, qualification experience, exposures, strengths, weaknesses, thus it took at least half an hour &everybody was familiar with each other.

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INTRODUCTION OF INDUS CONSORTIUM AND EXPECTATIONS FROM STAFF

Ms. Fiza Qureshi(MPI) then invited Mr. Hussain Jarwar (National Coordinator Indus Consortium) who warmly welcomed all the newly hired staff at Indus consortium family and thoroughly introduce the core concept of Indus Consortium (IC) that is a collaborative platform of 03 rights-based development organizations. These are:

Laar Humanitarian Development Program (LHDP) – based in District Badin. Doaba Foundation – based in District Muzaffargarh. And HELP Foundation District Rajan Pur.

The concept of a joint forum of various organizations from different geographical locations in Pakistan, for the holistic socioeconomic development of the least served rural, disaster-prone and marginalized communities residing around Indus River,was envisaged by Doaba Foundation in 2004. It was shared with LHDP in the same year, with the third member i.e. HELP Foundation joining the force in 2005.

This association finally materialized into a Consortium in 2008, which was formally registered as an independent entity under

Section 42 of The Companies Ordinance, 1984 on July 15, 2014.

Following are the thematic areas of Indus Consortium:

Climate Change, Humanitarian Assistance and Disaster Risk Reduction, Sustainable Livelihoods, Tax Justice Water and Sanitation

After that Mr. Hussain Jarwar shared that Indus Consortium has been working on water & sanitation issues for many years. Our expectations from the newly hired staff are very realistic we believe that Indus consortium staff will timely held the activities with full quality since this is our first project with USAID Ambassador Fund, 2ndly the staff will understand the true spirit & maintain positive relations among all the senior & junior staff & communities where we have been working. Other stake holders which are also involved in the project are Agriculture Department, Irrigation Department, Public Health Engineering, and Two UCs Secretaries. He shared the background of the project and briefly explained that Indus Consortium had already been engaged in a water governance project with Oxfam Novib

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in2014, this project will also support that idea where people of two union councils Seerani and Kadhan are in sufferings this decision has stemmed from the fact that they are:

o Situated adjacent to each other, which will help reduce operational costs, o At the tail end of Akram Wah Canal which further compounds their vulnerability, o Have the canal as the only source of drinking water since the ground water is unfit for

human consumption, o Do not have active Water User Associations that would advocate for the water rights of

the locals, and o Sanitation related infrastructure is more or less non-existent.

ORIENTATION ABOUT NEW PROJECT AND DISCUS MAIN OBJECTIVES; ACTIVITIES; AND EXPECTED OUTCOME OF THE PROJECT

Ms. Fiza Qureshi shared the main objective and major activities as under:

To enhance access of local community to water and sanitation resources in 02 UCs of Tehsil/District Badin by:

Mobilizing Community through the formation of Village Development Organizations 20(VDO’s) and 4 Lane Organizations (LO’s);

Strengthening Capacities of VDOs, LOs and Officials from relevant line departments; and

Creating awareness about water and sanitation status through health sessions, youth involvement, and radio campaign.

PROCEEDING OF DAY TWO

PREPARING DETAILED IMPLEMENTATION PLAN

After proper sharing of all the necessary activities information, project Detailed implementation was formulated for the whole year that included: Activities, and sub activities, their extensive process, Responsibilities, Time Lines, Budget Provision & Remarks; this activity was carried out very deeply & was continued till the second day lunch break because all staff were keenly involved in the major activities 5 Ws and 1H Matrix was followed in this regard and finally a complete detailed implementation plan (DIP) was prepared as per the miles stone in different months and each activity had also

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means of verifications . Ms. Fiza Qureshi involved the full team in the preparation of the (DIP) this proved very fruitful as each member now remember the total target & deadlines of the project, from the (DIP) monthly work plan were also formulated.

DISCUSS FINANCIAL AND OTHER ORGANIZATIONAL POLICIES OF INDUS CONSORTIUM AND USAID

On the second day after lunch break, Mr. Skindar Bashir Finance Officer Indus Consortium had a detailed presentation on financial policies of Indus consortium and USAID for operating this project at Badin District. He discussed in details that how admin and finance matters will be managed in the project He highlighted major thresholds, taxes, and pre and post financial requirements of the project activities. He also shared the important formats and had a group work for the process of activities and sequence the financial requirements all the staff were asking different questions regarding implementation of this project. The group work was much productive as most of the staff were unaware of the financial policies of Indus consortium, different kind of formats were discussed in detail like:

Approval for conducting Activities,

Activity Plan,

Purchase Requisition, Supply Request

Request for Quotation

Bid Comparison Report

Purchase Supply Order

Goods Receive Note

Request for Payment

Receiving Sheet

Advance Request Form

Expenses Summary Sheet Advance Liquidation Form

Leave Request Form

Time Sheet

In the end of the session Mr. Skindar Bashir handed over the staff agreements along with the Institutional Polices to all the staff members for its proper reading and then signing. On the next day staff submitted all the necessary documents.

PROCEEDINGS OF DAY THREE:

PREPARATION OF BASELINE AND FIELD VISIT

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On third day morning all the team of Indus consortium discussed the Baseline Format prepared by Ms. Fiza Qureshi Manager Program Implementation and Hussain Jarwar, National Coordinator. They explained each category in the baseline survey format. The baseline was majorly designed to discern the present situation of water and sanitation especially baseline also focused on the water & sanitation issues of those particular villages & the practices of people living in the most disaster prone area of Seerani and Kadhan Union Councils.

A pilot test of the baseline was carried out at Village Taher Bajeer Union council Kadhan, All Team of Indus Consortium including Mr. Iqbal Haider, Mr. Hussain Jarwar Ms. Fiza Qureshi and all 5 members project team. The meeting was started by introduction of each participant. In total 21 people were present in the meeting, as follows:

S. No Men women Total

1 17 04 21

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Mr. Iqbal Haider thanked all the villagers for sparing time, Mr. Hussain Jarwar gave a brief introduction of Indus Consortium and new project, where as other members focused on the baseline information and getting in-depth knowledge about village water and sanitation issues prescribed in the format, the question were asked in simple & local language all the villagers were get involved and the surveyor were trying to probe the different issues related to them. The major three questions which were also in the baseline like.

No. of Households having access to safe drinking water;

No. of Households with improved health and hygiene practices;

No. of Households having access to improved sanitation facilities.

All the questions were asked by the project team. it took at least two hours for completing a baseline in the village. Mr. Iqbal Haider in the end thanked all the villagers who devoted their valuable hours for IC team and baseline survey.

In the concluding remarks Mr. Iqbal Haider said that the orientation remained very much successful & that all staff now have got better understanding of the project objectives and activities, we all together will make this project to achieve its objectives for the poor and marginalized communities of both union councils.

OUTCOME OF THE THREE DAYS ORIENTATION

5 Member staff are now well aware about Project. 5 Member Staff are now well aware of Financial Policies. Detailed Implementation Plan for the project Formulated. Work Plans of Staff have been developed. Baseline Format Prepared pre tested in the field & finalized. Field Visit and meeting with communities gave orientation to staff members about the basic

issues of the villages

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ANNEXURE 1

TRAINING SCHEDULE

Enhancing Water and Sanitation Governance, Access in 02 Union Council of District Badin, Sindh

Venue: Project Office, Badin

(7, 8 & 9 October 2016)Day – I (Friday, 7 October 2016) INTRODUCTION

Activity Time (hrs.) ResponsibilityRegistration 9:00 Noor MuhammadIntroduction in pairs 9:00-9:15 Fiza QureshiWelcome and Expectations of IC 9:15 – 9:30 Hussain JarwarWhat is Indus Consortium 9:30 – 10:00 Hussain JarwarProject Introduction 10:00 – 11:00 Fiza Qureshi

Tea Break 11:00 -11:30Detailed implementation Plan 11:30 – 1:00LUNCH Break 13:00 – 14:00DIP 14:00 -15:00 Tea Break 15: 00 -15: 30DIP 15:30 – 16:00Signing of Staff agreements, joining reports and other documents 16:00 – 17:00 Sikandar Bashir

Day – II (8 October 2016) DIP DAY

Recap 9:00 – 9:15 From participantsWork on Detailed Implementation Plan 9:15 – 11:00 Project Team

Tea Break 11:00 – 11: 30Continue DIP 11: 30 – 13:00 Project Team

LUNCH Break 13:00 – 14:00Continue DIP 14:00 – 15: 00 Fiza Qureshi

Tea Break 15:00 – 15:30Continue DIP 15:30 – 16:30 Project TeamPresent DIP for feedback 16:30 – 17:00 PM/ feedback Iqbal sbDevelopment of Monthly Work Plans 9:15 – 11:00 Fiza QureshiBaseline Survey and other reporting requirements 11:30 – 12:30 Fiza Qureshi

Day – III (Sunday 9 October 2016) ADMIN & FINANCE and Field Day Recap 9:00 – 9:15 All participants

How admin & Finance matters will be managed in the project (PPt presentation)

11:15 – 11: 00 Sikandar Bashir

Tea Break 11:00 – 11:30List to DO & Not To DO in Financial Matters 14:00 – 15:00 Sikandar Bashir

LUNCH Break 12:30 – 13:00Field Visit of Project Area 13:00 – 16:00 Project Manager

Tea Break 16:00 – 16:30Feedback on Project Area Visit 16:30 – 17:00 Participants

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Closing of the workshop 17:00 Fiza Qureshi

ANNEXURE 2

TRAINING ATTENDANCE SHEET

pg. 9

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